How to Use Microsoft Outlook

By G.K. Bayne

More than just a program to read email, Microsoft Outlook also operates as a personal information manager, or PIM, and can keep you on schedule and remembering your to-do list. Outlook, a part of the Microsoft Office Suite, also can be purchased as a standalone program from the Microsoft website.

Things You'll Need

  • Email account details
  • Contacts information

Step 1

Set up your email accounts in Outlook. You will be prompted to set up your first email account when you open Outlook for the first time. The program will ask for the email address, password and server names. After you have setup the first account, adding additional accounts can be done by clicking on "Tools" and "Accounts" from the text menu at the top of the screen.

Step 2

Keep track of meetings, birthdays, anniversaries and other important events using the Calendar feature in Outlook. Click on Calendar and choose the date by selecting the date from the small calendars on the right side of the screen. Choose the time by double-clicking on the calendar page and enter the details of the event.

Step 3

Create notes to yourself by clicking on "Notes" in the left panel on the screen. Notes function much like sticky notes and can be color coded and categorized by right clicking on the note after it has been created.

Step 4

Have the Journal track the work you do in other Office products. The Journal makes it easy to track which documents were worked on or changed on any given day and can be used to open documents with a single click. The Journal can also be used to time phone calls and meetings for billing purposes.

Step 5

Set up Tasks to keep track on jobs that need to be completed and the date the project is due.

Step 6

Use the Contacts screen to keep important names, addresses, websites and phone numbers. From the Action menu in Contacts, you can arrange meetings, send messages, create appointments and send letters to the person of your choice.

Tips & Warnings

  • Outlook allows you to separate incoming emails into individualized folders by using the rules wizard or the organize button. This is a handy way to prioritize email.
  • The rules wizard in Outlook will allow you to forward mail automatically, delete certain email from listed addresses and create folders for newly arriving email.